Chamberlain, Township of

The Ombudsman reviewed several closed meetings held by council for the Township of Chamberlain. The Ombudsman encouraged council to report back on what occurs in camera in a general manner. The Ombudsman noted that in some cases, public reporting consists of a general discussion in open session of subjects considered in closed session along with directions, decisions and resolutions made in camera. In other cases, however, the nature of the discussion might allow for considerable information about the closed session to be provided publicly.

The Ombudsman reviewed several closed meetings held by council for the Township of Chamberlain. The Ombudsman found a number of procedural issues with the meeting, including that the resolutions to move in camera did not comply with the Municipal Act’s requirements or the municipality’s procedure by-law. One resolution did not cite an exception authorizing the discussion, or provide any other information. Other resolutions did not provide a general description of the subject matter to be considered. The Ombudsman recommended that the municipality ensure its resolutions to proceed in camera provide a description of the issue to be discussed, as well as the exception authorizing the discussion.

The Ombudsman reviewed a number of closed meetings held by the Township of Chamberlain. The Ombudsman found that meeting records for certain meetings were unavailable, and the meeting records that were available lacked detail or did not reflect the substance of the discussions. The Ombudsman recommended that the municipality ensure that complete and accurate records are kept of all meetings and that the records reflect all of the substantive and procedural items that were discussed. The Ombudsman also recommended that council make audio and/or video recordings of its closed sessions.

The Ombudsman reviewed several closed meetings held by council for the Township of Chamberlain. The Ombudsman recommended that the municipality update its procedure by-law to reflect council’s current meeting schedule, provide for public notice, and reflect the actual wording of all open meeting exceptions of the Municipal Act, 2001.